Administrative Assistant

Building Technology Engineers•Woburn, MA

About The Position

We offer a single-source solution for a complete range of facilities services, including equipment repair and replacement, preventive and predictive maintenance, and facility and equipment operations. We manage, service, and maintain the sophisticated facilities and systems that help our clients keep their competitive edge. Job Summary Performs support for general operations needs and is responsible for daily interaction with tenants who require facilities services. Operates site based facility work order management system ( EMCORVia) , runs daily/weekly/monthly reports as needed. Edits and schedules, preventative maintenance & unscheduled work order for facilities personnel. Assist with everyday needs of facilities as directed.

Requirements

Education and/or Experience One-year certificate from college or technical school or one to three months’ related experience and/or training; or equivalent combination of education and experience.
Language Skills Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Mathematical Skills Ability to calculate figures and amounts such as discounts, interest, commission, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills Basic skills such as Internet searches, use of email systems, electronic manuals, electronic learning, etc.
Certificates, Licenses, Registrations None
Physical Demands While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand; walk and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit and climb or balance. The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment While performing the duties of this Job, the employee is most frequently exposed to an office environment. However, form time to time if the need arises, employee could assist with outside vendor/event management.

Responsibilities

Event coordination and planning (catering, supplies, decorations)
Scheduling and coordination of conference room and set ups for BRIC personnel.
Keeping calendar, tracking, and delegating room set ups with Staff
Point of contact for executive management/admins for emergency facility issues – work with facility manager to address – follow up with Client.
Ordering supplies for facility staff, facility manager, various BRIC employees (projectors, lamps, TVs, janitorial items)
BRIC P Card management – obtaining receipts, submitting to accounting personnel.
Report to FM and follow up with BRIC employees on hot/cold calls.
Scheduling technician jobs (picture hanging, furniture) through EMCORVia and communicate with Client
On call lists – sending reminders and updates to security and facilities staff.
Approving, assigning and delegating all unscheduled work requests in Infor (EMCORVia) to EFS staff and janitorial account manager.
Attending building analytics meeting with BMS vendor, Schneider Electric – creating corrective work orders in Infor
Working with copy center to create signage/documentation for BRIC employees – placing around site.
Obtaining vendor quotes/estimates
Performs administration support including; employee training, timecards, ordering, vendor management, scheduling, safety, reporting, dictation, Purchase Order coordination, and any other such task assigned by supervisors.
Acts as liaison for tenants in building, assuring work orders are performed in accordance withEMCORVia system.
Conducts daily reviews via Infor EMCORVia , of open and closed work orders.
Follows up with work order initiator/tenant ensuring their work request was fulfilled and closed out properly
Assist with vendor management by coordinating outside contractor schedule and contact information.
Conducts daily/weekly reporting on open work orders for supervisor review.
Keeps accurate files of all office related issues, and personnel.
Ensuring files are up to date and complete.
Communicate with supervisor on the work performed and present status of EMCORVia work orders and preventive maintenance.
Will attend weekly staff meeting and safety training.
Conducts additional training as assigned.
Provides information for input to client work order tracking system to initiate work orders for unscheduled jobs, develop materials lists for ordering, and may be required to provide support.